Theatre Rental Manager

POSITION CONCEPT

The Theatre Rental Manager oversees the full lifecycle of the organization’s theatre rental program, from initial inquiry through financial reconciliation. The Theatre Rental Manager works in collaboration with the Director of Theatre Arts and is responsible for the day-to-day management, scheduling, utilization, and coordination of all theatre spaces on BCA’s campus:
Plaza Theatre, Black Box Theatre, Studio 204, Studio 414, Martin Hall and Arts Resource Room. This role manages renter relationships, contracts, scheduling, and on‑site logistics while also maintaining financial management –including tracking payments, monitoring budget performance, and developing revenue projections. Serving as the primary liaison between renters and internal teams, including but not limited to – front‑of‑house, box office and marketing – this role ensures that all logistical and communication needs are successfully implemented and that the stewardship of our spaces honors artists’ needs while balancing our institutional capacity.

The ideal candidate is highly organized, financially literate, client‑centered, and comfortable managing both operational details and big‑picture planning within a nonprofit arts environment.

• Monitor all rental inquiry channels, including long‑term rental applications and rehearsal inquiry forms
• Serve as primary point of contact for renters from inquiry through contract
• Track all necessary renter and internal deadlines related to the rental contract. Including, but not limited to:
• Payments
• Insurance
• Special Event Requests
• Ensure renters receive timely and accurate communication upholding customer service standards set forth by leadership
• Draft, execute, and manage rental contracts and addendums
• Submit finalized contracts for payment processing
• Maintain organized digital contract records
• Collaborate with the Director of Theatre Arts on updating the rental applications, including long‑term and inquiry forms, each fiscal year
• Manage the open call each fiscal year for long‑term applications
• Actively cultivate new rental opportunities and partnerships to support earned revenue goals
• Conduct outreach to artists, producers, and organizations to promote rental opportunities in collaboration with BCA Marketing team
• Gather and assess renter feedback to improve systems, communication, and overall program effectiveness, in collaboration with the Director of Theatre Arts
• Support equitable access to rental opportunities and inclusive practices within the rental program

• Update and maintain all theatre and studio calendars
• Approve rehearsal and performance schedules with renters based on space availability and applicable hours of operation
• Distribute rehearsal and performance access information
• Coordinate and maintain cleaning schedules
• Review and approve renter marketing materials for alignment and accuracy
• Serve as the primary liaison between renters and internal departments including marketing, box office, and front‑of‑house
• Provide on‑site support as needed to ensure successful execution of rental activity
• Ensure renter compliance with all venue policies, insurance requirements, and safety regulations
• Document and address any incidents, damages, or contract violations in coordination with operations and leadership

• Send invoices for short‑term and long‑term rentals as it relates to all theatre spaces.
• Track rental payments and outstanding balances
• Conduct financial reconciliations related to rental activity